Accounting and Fiscal Records
These are the various accounting and fiscal records of the University of Missouri that record its business functions on all campuses. In most instances, these records originate in the various departments and are processed through the various Campus Accounting Offices.
The department copies of these records, for the most part, are duplicate copies with the official copy of record at System or Campus Accounting Offices. (In a few instances, however, the department copies are the only record available and are considered the Copy of Record.)
This authorization does not apply to System or Campus Accounting offices records.
ITEM NO.
3. RECHARGE RATE SUPPORT RECORDS
Certain departments such as Computing, Printing, Bookstore, Physical Plant, etc., charge user departments for their services or goods at a rate intended to reflect total cost of operating these activities. These charges may be entered into the accounting records' system electronically. Most charges assessed receiving departments for goods or services are processed through the University accounting system by means of some type of interdepartmental order. Documents supporting both the electronic submission and the interdepartmental order are retained in the department providing the service.
Rates charged for these services take into account various operating expenditures such as labor, utilities, space, insurance, supplies, depreciation on equipment, service contracts, administrative overhead, etc. Rates are periodically adjusted as operating costs change. Documentation supporting the rate charged must be retained to satisfy administrative, audit and governmental requirements.
Authorized Retention:
Retain for five (5) fiscal years from the year charges are made, then destroy.
Reviewed 2019-08-05